Foundation
a current-state process map from trigger and input to result and owner
Practical guide by MOTA Media Group
How to choose a process for a controlled automation pilot
A useful first automation candidate is understandable, repeated often enough to observe, and bounded well enough to stop safely. Describe the input, decision, result, exceptions, data owner, and manual fallback before choosing a tool.
Who this is for
For process owners, operations leads, service teams, and product managers considering a limited automation or AI-enabled pilot without handing uncontrolled decisions to a system.
How we work
Draw the current process without assuming a technology, collect typical and exceptional cases, name the process and data owners, identify prohibited autonomous actions, and define review, stop, retry, and fallback paths. Use safe test data, record a baseline, monitor failures, and decide on expansion only after real scenarios have been reviewed.
What you receive
The final configuration follows the approved brief, channels, source materials, schedule, and rights framework.
Production
a data and access register with sensitive fields and permitted sources
Delivery
an exception catalogue with human review, stop, retry, and fallback routes
Launch
a bounded pilot definition with baseline observations and acceptance criteria
Typical projects
Use these examples as a starting point. A producer will confirm the actual production route after reviewing the brief.
screening a repetitive back-office process before selecting a tool
Scope, inputs, timeline, approvals, and usage rights are confirmed for the actual project.
testing an AI-assisted workflow with explicit human escalation
Scope, inputs, timeline, approvals, and usage rights are confirmed for the actual project.
deciding whether a successful limited pilot is ready for a wider scope
Scope, inputs, timeline, approvals, and usage rights are confirmed for the actual project.
Scope and limitations. The guide does not guarantee savings, successful implementation, or a particular operational result. Broad access should not be granted before a bounded pilot, unstable processes should not be automated as if they were settled, and speed alone is not an adequate measure where errors, returns, privacy, and added supervision matter.
Related pathways
Move from the current task to production, evidence, estimation, or project launch without losing context.
How to choose a process for a controlled automation pilot
From a question to a verifiable answer
Inputs
Define users, recurring questions and the actions the assistant is permitted to take. Assign a source and an update owner to each answer. Public information, internal documents and personal data need different access rules.
Working review
Test precise and ambiguous questions, stale sources and missing answers using examples without unnecessary personal data. The assistant should state its limits and route unresolved cases to the responsible person.
Handoff
Agree a change log, source-review schedule and a way to disable faulty scenarios. Test search and navigation first, then external actions separately. A chat response alone is not evidence that an operation was completed.